Not too long ago, I moved off from Office 365 and Outlook and onto Gmail. Several of you thought I’d regret the move, nevertheless i need to inform you that Gmail is a nearly frictionless experience. I don’t think I’d ever resume utilizing a standalone email application. Actually, I’m moving as numerous applications as I can towards the cloud, just as a result of seamless benefits that offers.
A lot of you also asked the main one question that did have me a bit bothered: How you can do backups of any Gmail account? While Google carries a strong reputation managing data, the very fact remains that accounts could be hacked, and the possibility does exist that somebody might get locked out of a Gmail account.
Most of us have many years of mission-critical business and personal history in our Gmail archives, and it’s a good idea to possess a prepare for making regular backups. On this page (and its particular accompanying gallery), I am going to discuss a number of excellent approaches for backing your Gmail data.
By the way, I’m distinguishing Gmail from G Suite, since there are a variety of G Suite solutions. Although Gmail is the consumer offering, a lot of us use Save emails to PDF as our hub for those things, that it seems sensible to talk about Gmail on its own merits.
Overall, you will find three main approaches: On-the-fly forwarding, download-and-archive, and periodic or one-time backup snapshots. I’ll discuss each approach subsequently.
Perhaps the easiest way of backup, if less secure or complete as opposed to others, may be the on-the-fly forwarding approach. The thought is that every message which comes into Gmail is then forwarded or processed in some manner, ensuring its availability as an archive.
Before discussing the specifics about how precisely this works, let’s cover several of the disadvantages. First, except if you start accomplishing this the instant you begin your Gmail usage, you simply will not possess a complete backup. You’ll have only a backup of flow going forward.
Second, while incoming mail can be preserved in another storage mechanism, none of your own outgoing email messages will be archived. Gmail doesn’t offer an “on send” filter.
Finally, there are many security issues involve with sending email messages to many other sources, often in open and unencrypted text format.
Gmail forwarding filter: The really easiest of those mechanisms is to create a filter in Gmail. Set it to forward the only thing you email to another email account on some other service. There you choose to go. Done.
G Suite forwarding: One simple way I grab all incoming mail to my corporate domain is employing a G Suite account. My company-related email makes the G Suite account, a filter is used, and therefore email is sent on its way to my main Gmail account.
This supplies two benefits. First, I have a copy in a second Google account and, for $8.33/mo, I recieve pretty good support from Google. The drawback to this, speaking personally, is only one of my many email addresses is archived employing this method, without any mail I send is stored.
SMTP server forwarding rules: For your longest time, I used Exchange and Outlook as my email environment and Gmail as by incoming mail backup. My domain was set to an SMTP server running at my hosting company, and I enjoyed a server-side rule that sent every email message both to switch and also to Gmail.
You can reverse this. You might send mail to get a private domain to a SMTP server, but use another service (whether Office 365 or something free, like Outlook.com) being a backup destination.
Forward to Evernote: Each Evernote account includes a special e-mail address that can be used to mail things directly into your Evernote archive. It is a variation on the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but this period for the Evernote-provided current email address. Boom! Incoming mail held in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): While this approach isn’t strictly forwarding, it’s another on-the-fly approach which offers a backup as the mail is available in. You will find a number of great rules that link Gmail to storage services like Dropbox, and you can use IFTTT.com to backup all your messages or simply incoming attachments to services like Dropbox.
In each of these cases, you’re essentially moving one cloud email store to a different one email store, if you want something you can physically control, let’s go on the next strategy.
The download and archive group covers methods that get your message store (and all of your messages) in the cloud as a result of the local machine. Consequently although you may lost your t0PDF connection, lost your Gmail account, or maybe your online accounts got hacked, you’d use a safe archive in your local machine (and, perhaps, even t0PDF as much as local, offline media).
Local email client software: Maybe the most tried-and-true means for this is employing a local email client program. You are able to run anything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All you need to do is established Gmail allowing for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which put in place a message client in order to connect to Gmail via IMAP. You want to use IMAP instead of POP3 because IMAP will leave the messages in the server (inside your Gmail archive), where POP3 will suck them down, removing them through the cloud.
You’ll also need to go into your Label settings. There, you’ll find a summary of your labels, as well as on the correct-hand side is actually a “Show in IMAP” setting. You need to ensure this really is checked so the IMAP client are able to see the email held in exactly what it will believe are folders. Yes, you might get some message duplication, but it’s a backup, so who cares, right?
Just be certain you look at your client configuration. Some of them have obscure settings that limit just how much of your server-based mail it would download.
The only real downside on this approach is you need to leave a person-based application running on a regular basis to seize the email. But if you have an extra PC somewhere or don’t mind getting an extra app running in your desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault can be a slick list of Python scripts that can operate on Windows, Mac, and Linux and gives a wide array of capabilities, including backing the entire Gmail archive and simply letting you move everything that email to another one Gmail account. Yep, this really is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact that it’s a command-line script, in order to easily schedule it and just permit it to run without too much overhead. You can also use it on one machine to backup several accounts. Finally, it stores in multiple formats, including standard ones like .mbx that can be managed in traditional email clients like Thunderbird. Oh, and it’s open source and free.
Upsafe: Another free tool is Upsafe. Upsafe is Windows-only, but it’s stone-cold simple. The only thing you do is install this system, hook it up for your Gmail, and download. It would do incremental downloads and in many cases allow you to browse your downloaded email and attachments from within the app.
Upsafe isn’t as versatile as Gmvault, but it’s fast and painless.
The company also provides a cloud backup solution, which listed as free, but in addition includes a premium backup solution which increases storage beyond 3GB and allows you to select whether your computer data is stored in the united states or EU.
Mailstore Home: An additional free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. What I like about Mailstore is that it has business and repair-provider bigger brothers, so if you want a backup solution that surpasses backing up individual Gmail accounts, this may work effectively for yourself. Additionally, it can backup Exchange, Office 365, and other IMAP-based email servers.
MailArchiver X: Next, we arrived at MailArchiver X, a $34.95 OS X-based solution. Even if this solution isn’t free, it’s got several interesting things selecting it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients as well.
Somewhere on the backup disk, We have a pile of old Eudora email archives, and this could read them in and back them up. Naturally, basically if i haven’t needed those messages since 2002, it’s unlikely I’ll need them in the near future. But, hey, you may.
More to the point, MailArchiver X can store your email in a variety of formats, including PDF and within a FileMaker database. Both of these choices are huge for such things as discovery proceedings.
Should you ever need so that you can do really comprehensive email analysis, then deliver email to clients or possibly a court, possessing a FileMaker database of your messages might be a win. It’s been updated being Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally just for this category, I’m mentioning Backupify, although it doesn’t really fit our topic. That’s because a lot of you may have suggested it. Back into the day, Backupify offered a totally free service backing up online services ranging from Gmail to (apparently) Facebook. It has since changed its model and possesses moved decidedly up-market to the G Suite and Salesforce world with no longer delivers a Gmail solution.
Our final category of solution are certainly one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are perfect should you just want to get the mail out from Gmail, either to go to another platform or to get a snapshot in time of the things you had with your account.
Google Takeout: The best in the backup snapshot offerings may be the one given by Google: Google Takeout. From the Google settings, you are able to export just about all of your respective Google data, across all your Google applications. Google Takeout dumps the info either into the Google Drive or allows you to download a pile of ZIP files. It’s easy, comprehensive, and free.
YippieMove: I’ve used YippieMove twice, first once i moved from the third-party Exchange hosting provide to Office 365, after which as i moved from Office 365 to Gmail. It’s worked well both times.
The organization, disappointingly known as Wireload as an alternative to, say, something away from a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I found the charge being worth it, given its helpful support team and my desire to make a bit of a pain out of myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly time I had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used several of Outlook’s helpful migration tools to create the jump.
From your Gmail backup perspective, you will possibly not necessarily might like to do a permanent migration. Even so, these power tools can give you a terrific way to get a snapshot backup using a different cloud-based infrastructure for archival storage.
There exists an additional approach you can utilize, which is technically not forwarding and is somewhat more limited in comparison to the other on-the-fly approaches, but it works if you would like just grab a brief portion of your recent email, as an example if you’re taking place vacation or possibly a trip. I’m putting it in this particular section as it didn’t really fit anywhere better.
That’s Gmail Offline, depending on a Chrome browser plugin. As its name implies, Gmail Offline lets you work with your recent (with regards to a month) email without the need of an active internet access. It’s certainly not an entire backup, but might prove ideal for those occasional once you simply want quick, offline entry to recent messages — both incoming and outgoing.
One reason I really do large “survey” articles similar to this is each individual and company’s needs are not the same, so each one of these solutions might suit you must.
Here at Camp David, we use a combination of techniques. First, I have a number of email accounts that to my main Gmail account, so each one keeps a t0PDF in addition to my primary Gmail account.
Then, I prefer Gmvault running being a scheduled command-line process to download regular updates of both my Gmail archive and my wife’s. Those downloads are then archived to my RAID Drobos, a 2nd tower backup disk array, and straight back to the cloud using Crashplan.
While individual messages can be a royal pain to dig up if necessary, I actually have at the very least five copies of almost each, across a wide array of mediums, including one (and in some cases two) which are usually air-gapped from the web.